About the position
The Administrative Manager position at the City of Columbia involves a multifaceted role that encompasses financial, personnel, and administrative functions. The incumbent will supervise other administrative staff to support the division and will work closely with the U&E Document Controls Administrator to oversee Wastewater document management. This position requires the ability to operate within a general outline of work, developing work methods and sequences under general supervision. The work is primarily sedentary but may involve walking or standing occasionally, as well as exerting up to 10 pounds of force on a recurring basis. Routine keyboard operations are also a significant part of the job. The physical demands include fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. The work environment is considered safe and secure, with no known environmental hazards, although it may occasionally present unpredictable requirements or demands. The Administrative Manager will be responsible for planning, directing, and coordinating all programs and operations in support of the division. This includes ensuring compliance with applicable federal, state, and local laws and regulations, as well as City policies and procedures. The role may involve supervising subordinate supervisory and support staff, which includes instructing, assigning, reviewing, and planning the work of others. The incumbent will also maintain standards, coordinate activities, select new employees, and address employee issues, including discipline and discharge. Additionally, the Administrative Manager will review the work of subordinates for completeness and accuracy, provide staff training and development opportunities, and assist in budget preparation and financial record management. The position requires effective communication skills to respond to inquiries and concerns from other City departments, agencies, organizations, and the public. The Administrative Manager will perform general administrative tasks, including preparing reports and correspondence, entering and retrieving data, and conducting meetings. Attendance at training, conferences, and seminars is expected to maintain job knowledge and skills. The role also involves serving as a liaison to the Human Resources Department for recruitment and employee management tasks, as well as managing contracts and maintaining personnel records. Overall, the Administrative Manager plays a crucial role in ensuring the smooth operation of the division and supporting its objectives.
Responsibilities
- Plans, directs and coordinates all programs and operations in support of the division.
- Ensures departmental compliance with applicable federal, state and local laws and regulations, City policies and procedures, and standards of quality and safety.
- Supervises subordinate supervisory and support staff, including instructing, assigning, reviewing and planning work of others.
- Maintains standards, coordinates activities, selects new employees, and addresses employee problems, including discipline and discharge.
- Reviews the work of subordinates for completeness and accuracy; evaluates and makes recommendations as appropriate.
- Provides for adequate staff training and development opportunities.
- Works in conjunction with the U&E Document Controls Administrator to oversee document management.
- Provides technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants.
- Monitors expenditures, processes invoices, reconciles accounts, transfers funds, and prepares related financial records and reports.
- Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public.
- Performs general administrative/clerical work as required, including preparing reports and correspondence, entering and retrieving computer data, preparing spreadsheets, reviewing mail and literature, copying and filing documents, conducting and attending meetings, answering the telephone, etc.
- Attends training, conferences, seminars, meetings, etc., to maintain job knowledge and skills.
- Serves as liaison to Human Resources Department managing recruitment, interviewing, hiring, new employee orientation, promotion, transfer as directed by supervisor.
- Manages on-call agreements, capital improvement contracts and annual contracts for the WWTP.
- Maintains Division personnel records, workers compensation and first aid injury information.
- Manages continuing education and apprenticeship program requirements/certificates through learning management system software.
- Assists Superintendent with management of employee time/work schedules, sick/annual time.
Requirements
- 2 years of supervisory experience in an administrative role.
- Proficiency in Microsoft Office, including Outlook and word processing software.
- Strong data entry skills and experience with spreadsheet software.
- Ability to gather, organize, analyze, and evaluate data or information.
- Excellent communication skills to provide guidance and assistance to others.
- Ability to perform coordinating work involving guidelines and rules, with constant problem-solving.
- Knowledge of basic mathematical operations, including addition, subtraction, multiplication, and division.
Nice-to-haves
- Experience with budget preparation and financial record management.
- Familiarity with document management systems.
- Knowledge of local government operations and regulations.
Benefits
- Health insurance coverage
- Paid holidays
- Retirement savings plan (401k)
- Professional development opportunities
